Central to the meeting was the discussion about engaging local vendors to participate in the game night event, planned for May, after a scheduling adjustment from April due to overbooking. Two vendors, Nowhere Comics and No Limits Coffee Shop, were contacted for involvement. Nowhere Comics, based in Hialeah, expressed interest but needed additional details about the event. No Limits Coffee Shop, known for employing adults on the autism spectrum, was seen as an opportunity to promote local businesses that support special needs employment.

Additionally, Flynn’s Arcade offered to provide retro arcade machines at a reduced rate of $250 per machine, down from $325. These machines, featuring classic games such as Pac-Man and Street Fighter, would offer a coin-free gaming experience, appealing to nostalgic attendees. Discussions emphasized the importance of spacing out arcade machines at the Roberto Alonso venue to prevent crowding and ensure sufficient power outlets and extension cords were available to avoid past power issues.

The event’s focus on family-friendly and non-violent gaming was underscored by a preference for Nintendo consoles and games like “Smash Brothers” and “Mario Kart.” The council agreed to prioritize these consoles.

A structured outreach plan for potential sponsors was also discussed. The council considered reaching out to local businesses, such as pediatric dentists, to sponsor activities or food. VA Custom Designs was proposed as a vendor to provide 3D printing demonstrations of action figurines, adding an engaging element for children.

Logistics for food and beverages were debated, with suggestions ranging from pizza from local pizzerias to employing an ice cream truck popular at town events. Concerns about cleanliness and liability with sweets were raised, leading to the ice cream truck proposal, which would allow attendees to purchase their treats.

The council also recognized the importance of creating a sensory-friendly area to accommodate children who might be overwhelmed by noise levels, with discussions on incorporating calming activities or toys. Locations within the Roberto Alonso Center were considered for this area to maintain an inclusive environment.

A tentative budget was outlined, factoring in expenses for gaming machines, food, and potential sponsorships, while ensuring costs remained within limits that would not require additional council approval. The necessity of W9 forms and liability insurance for new vendors was clarified, alongside the potential requirement of council approval for all participating vendors.

Parking logistics were addressed, with suggestions to reserve spots using cones to alleviate potential conflicts with ongoing games and practices at the venue. Additional parking options at Roberto Alonso were noted as a solution to anticipate high attendance.

The idea of using Eventbrite for RSVPs was introduced to better estimate attendance. The possibility of SNAB forming a team for an autism walk was mentioned, recognizing its potential to enhance community involvement.

Finally, the council deliberated on whether to have a specific theme for the event, concluding that simplicity was preferable, focusing on the event itself rather than imposing a dress code or character costumes.